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Agenda & Minutes

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City Council Meeting Agenda & Minutes

Minutes
Thursday, January 02, 2020

MINUTES
January 2, 2020

6:00 P.M.
Medford City Hall, Medford Room
411 W. 8th Street, Medford, Oregon

The regular meeting of the Medford City Council was called to order at 6:00 p.m. in the Medford City Hall Council Chambers on the above date with the following members and staff present:

 
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Kay Brooks, Tim D’Alessandro, Dick Gordon, Alex Poythress, Eric Stark, Kevin Stine, Michael Zarosinski
 
City Manager Brian Sjothun; Deputy City Attorney Eric Mitton; City Recorder Karen Spoonts
 
*Councilmember Bearnson arrived.
        
20.  Recognitions, Community Group Reports
         20.1   Retirement of Fire Chief Brian Fish
                     City Manager Brian Sjothun presented a retirement gift to Brian Fish.
 
*Councilmember Brooks and Zarosinski arrived.
 
         20.2   Introduction of Fire Chief Eric Thompson
                     Eric Thompson was introduced as the new Fire Chief for the City.
 
30.  Oral Requests and Communication from the Audience
 
40.  Approval or Correction of the Minutes of the December 19, 2019 Regular Meeting
         There being no additions or corrections, the minutes were approved as presented.
 
50.  Consent Calendar
         50.4    COUNCIL BILL 2020-04
                     An ordinance awarding a banking services contract to Umpqua Bank to perform banking services through December 31, 2023 for the City of Medford and Medford Urban Renewal Agency, with two, three-year renewal options.
 
Motion:  Adopt consent calendar.
Moved by:  Dick Gordon                                                Seconded by:  Kevin Stine
Roll call:  Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Motion carried and so ordered.  Council Bill approved: #2020-04.
 
60.  Items Removed from Consent Calendar
                     Councilmember Bearnson stated he would not be voting yes on 50.1. He also requested a staff report for 50.2 and 50.3.
 
         50.1     COUNCIL BILL 2020-01
An ordinance authorizing execution of an Employment Agreement between the City of Medford and William P. Haberlach, to provide municipal judge services through January 31, 2023.
 
Motion:  Approve Council Bill 2020-01
Moved by:  Kevin Stine                                                   Seconded by:  Tim D’Alessandro
Roll call: D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes; Bearnson and Brooks voting no.
Council Bill 2020-01 will be placed for a second reading.
 
         50.2    COUNCIL BILL 2020-02
                     A resolution submitting to the electors of the City of Medford at the May 19, 2020 Primary Election the question of payor of the City of Medford’s transient lodging tax (TLT), changing from “owners or operators” to “owners, operators, or transient lodging intermediaries.”
 
Councilmember Bearnson questioned the election process and wondered why Council Bill 2020-02 and 2020-03 would not be reviewed by the Charter Review Committee. City Manager Sjothun noted this was addressed at the G3 meetings and this was the direction provided to staff at the December 12 study session. The Charter Review Committee will go over the other portion of the Charter.
 
Motion: Approve Council Bill 2020-02
Moved by:  Kevin Stine                                                   Seconded by:  Alex Poythress
Roll call:  Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
 
         50.3    COUNCIL BILL 2020-03
A resolution submitting to the electors of the City of Medford at the May 19, 2020 Primary Election the question of raising the maximum rate of the City of Medford’s transient lodging tax (TLT), from 9% to 11%.
 
                     Councilmember Brooks thought we would have options pertaining to the TLT percentage rate. Sjothun noted this was presented at the December 12 Study Session. There was some discussion that if we leave the percentage rate open it might be more difficult to pass. Councilmember Stine noted the TLT was increased previously by the voters in 2000, so advocating for an increase has been successfully completed before. Councilmember Gordon noted once approved by the voters, it still needs a resolution to pass. Councilmember Brooks didn’t believe the public understands what a TLT tax is.
 
Motion:  Approve Council Bill 2020-03
Moved by:  Kevin Stine                                                   Seconded by:  Tim D’Alessandro
Roll call: D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes; Bearnson and Brooks voting no.
Motion carried and so ordered.
 
70.  Ordinances and Resolutions
      
80.  Public Hearings
                    
90.  Council Business
       90.1     Proclamations issued: None
                    
         90.2    Committee Reports and Communications
                     a.   Council Officers Update
  • Council liaisons appointments, by Code, will be on the next agenda. Please submit your requests in to the next Council President by Tuesday, January 7.
            
  • There is $6,000 available for travel to Alba’s 60th Celebration, April 23-26, 2020. If interested in attending, please let Donna Holtz know. In turn, Alba will be coming to Medford right before the 4th of July.
     
  • Councilmember D’Alessandro stated he received feedback from four Councilmembers pertaining to the City Manager evaluation. Councilmember Bearnson would like someone from outside the area. Councilmember D’Alessandro is looking for a consensus of the Council. Once we enter into a negotiation with a company, we can then negotiate the contract language, which will be less than $10,000. Councilmember Stark noted these are professional firms, rather they are in the area or outside the area. Councilmember Bearnson noted this company does not have any experience with municipalities and 360 degree reviews.
     
    Motion:  Award a contract with Scherr Management Consulting in an amount less than $10,000 for the City Manager evaluation.
    Moved by:  Dick Gordon                                                Seconded by:  Kevin Stine
     
    Sjothun noted he has no issue with confidential Department Heads comments; Councilmember Brooks noted it also protects him as well. Councilmember Zarosinski questioned if her qualifications met our expectations. Councilmember Gordon noted that her bio rings true. There was discussion on public records requests on confidential matters.
     
    Amended Motion:  Include in the language of the contract that anonymity will be promoted for all participants as much as possible.
Moved by:  Eric Stark                                                      Seconded by:  Clay Bearnson
Amended Motion Roll call: Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
 
Main Motion Roll call: D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes; Bearnson and Brooks voting no.
Motion carried and so ordered.
 
                     b.   Election of Council Officers/Presentation of Council Officers Plaques
Motion:  Appoint Kevin Stine as President
Moved by:  Alex Poythress                                           
 
Motion:  Appoint Eric Stark as Council President
Moved by:  Clay Bearnson
Councilmember Stark declined.
 
Roll call:  D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes; Bearnson and Brooks abstained.
Motion carried and so ordered.
 
Motion:  Appoint Alex Poythress as Council Vice-President
Moved by:  Kevin Stine
 
Motion:  Appoint Eric Stark as Council Vice-President
Moved by: Kay Brooks
Councilmember Stark declined.
 
Roll call:  Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
 
  • Plaques were presented to Tim D’Alessandro for serving as Council President and Clay Bearnson for serving as Council Vice President January 1 – December 31, 2019.
                                     c.   Boards and Commission Appointments
    Motion:  Appoint Mike Smith to the Hospital Facilities Authority Board, with a term beginning February 1, 2020 and ending January 31, 2025.
    Moved by:  Dick Gordon                                                Seconded by
    Roll call:  Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
    Motion carried and so ordered.
     
    100. City Manager and Staff Reports
             100.1 Childcare Reimbursements
    Deputy City Attorney Eric Mitton presented information on the potential of childcare reimbursements, as requested by Councilmember Brooks. The short answer is yes, but it comes with two separate angles, 1) taxation on the reimbursement and 2) legal and ethical considerations. There was question pertaining to voting, if they would receive the reimbursement or be effective after the next election. Council discussed an hourly rate, and having the Charter Review Committee review this. Mitton stated we would not need to change the Charter to make the reimbursements.  Councilmember Gordon thought this was important for those to do their job, and if it snows, he would take a taxi to the Council meeting and would expect to be reimbursed. Mayor Wheeler thought this would need to be reviewed by the Budget Committee. Councilmember D’Alessandro questioned where the funds would come from; CFO/Deputy City Manager Martin noted it would come from the Mayor/Council Budget and would not need to go to the Budget Committee. He further noted Council would define the parameters, staff would then create the form. Mayor Wheeler noted we do have a Finance Committee that reviews Council receipts and they can do that for this as well. Councilmember Zarosinski wondered if anyone submitted the question of a stipend for Council for the Charter review; Sjothun noted they did.
     
    Motion:  Direct staff to allow the Finance Committee to review reimbursements that are carried out by Council in the course of their duties.
    Moved by:  Kay Brooks                                                  Seconded by:  Dick Gordon
     
    Councilmember D’Alessandro questioned if Councilmember Brooks could make the motion according to the recommendation of the Oregon Government Ethics Commission (OGEC); Mitton noted that because the motion was that all reimbursement issues should be addressed by the Finance Committee for its evaluation, and the motion does not address child care reimbursements specifically, that the OGEC guidance was not a concern.
     
    Roll call:  Bearnson, Brooks, D’Alessandro, Gordon, Stark, Stine, and Zarosinski voting yes; Poythress abstained.
    Motion carried and so ordered.
     
             100.2  Further Comments from the City Manager/Council
                         a.   Sjothun stated US Cellular Park set a new record in 2019; there were 43 tournament events that were hosted; which sets a new record of out of town teams to Medford.
     
                         b.   Councilmember Gordon provided information RVCOG’s Meals on Wheels program. They serve 240,000 meals a year from Jackson County to Josephine County with many volunteers. In the summer of 2015, a church building was purchased and remodeled to accommodate their program. They received grants from the City of Grants Pass, Josephine County and many others.  The facility is now open and serves the purpose. Councilmember Brooks questioned how we can address the needs of our city systemically.
     
    110. Adjournment
             There being no further business, this Council meeting adjourned at 7:31 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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