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Agenda & Minutes

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City Council Meeting Agenda & Minutes

Minutes
Thursday, May 07, 2020

MINUTES
May 7, 2020

6:00 P.M.
Virtual Meeting

The regular meeting of the Medford City Council was called to order at 6:00 p.m. virtually 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 Manager Kelly Madding; City Attorney Rick Whitlock; City Recorder Karen Spoonts
        
20.  Recognitions, Community Group Reports
         20.1    Kid Time Update by Sunny Spicer
                     Sunny Spicer, Kid Time stated they were on target for funding opportunities, but are no longer due to COVID-19. Spicer noted she has talked to MURA Executive Director Weiss regarding a sprinkler system grant, and would like to apply for the marijuana funds. Councilmember Brooks noted she will be submitting a Vision Fund request.
 
Mayor Wheeler called a five minute recess due to audio issues.
 
30.  Oral Requests and Communications from the Audience
Due to the Governors Executive Order No. 20-16, public comments were not taken verbally during the meeting.
 
40.  Approval or Correction of the Minutes of the April 16, 2020 Regular Meeting
         There being no additions or changes, the minutes were approved as presented.
 
50.  Consent Calendar
                    
60.  Items Removed from Consent Calendar
 
70.  Ordinances and Resolutions
Mayor Wheeler introduced City Attorney Rick Whitlock.
 
       70.1     COUNCIL BILL 2020-51
                     An ordinance authorizing execution of a Flexible Service Maintenance Agreement between the City of Medford and the Oregon Department of Transportation for continued mutual support and coordination of roadway maintenance resources.
Motion:  Approve the ordinance.
Moved by:  Dick Gordon                                                Seconded by:  Alex Poythress
Roll call: Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Ordinance #2020-51 was duly adopted.
 
         70.2    COUNCIL BILL 2020-52
                     A resolution adopting recommendations and allocating funding for the General Fund Grant program for the 2019-21 biennium.
 
                     Angela Durant, Planner, and Marie Quinn-Cabler, Commissioner on Community Development Grants Commission, spoke about the process and funding recommendations. Council questioned the non-funded organization(s); Quinn-Cabler noted the process is based on scores and ranking. The Center for Non-Profit Legal Services are funded through the Community Development Block Grant program. Durant noted it would be up to Council to approve them through the CARES Act. Councilmember Stine noted they have received some money from the Council Vision Fund. Councilmember Brooks questioned if child care has ever been funded; Durant did not have the data in front of her but will get back to her.
 
Motion:  Approve the resolution.
Moved by:  Kevin Stine                                                   Seconded by:  Tim D’Alessandro
 
Councilmember Zarosinski abstained as family members are involved with these organizations.
 
Roll call: Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, and Stine voting yes; Zarosinski abstained.
Resolution #2020-52 was duly adopted.
 
         70.3    COUNCIL BILL 2020-53
                     A resolution ratifying the Mayor’s Administrative Order dated April 30, 2020 extending a local state of emergency in the City of Medford as a result of COVID-19 pandemic.
 
                     Councilmember D’Alessandro stated we must comply or be in jeopardy of not receiving governmental funding. Councilmember Bearnson questioned the County’s phase in process. Deputy City Manager Madding noted various cities in the valley have submitted their support of Phase 1 to Jackson County. Councilmember Poythress questioned social distancing restrictions. Attorney Whitlock stated these are restrictions that the state has placed and we are trying to comply in order to maintain eligibility. City Manager Sjothun talked about the reimbursement money we should receive from the State regarding COVID-19.
 
Motion:  Approve the resolution.
Moved by:  Kevin Stine                                                   Seconded by:  Kay Brooks
Roll call: Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Resolution #2020-53 was duly adopted.
        
80.  Public Hearings
Out of sequence.
 
         80.3    COUNCIL BILL 2020-56
An ordinance approving an amendment to the Medford Comprehensive Plan to adopt an Urbanization Plan for planning unit MD-7c into the Neighborhood Element for property located at the northwest corner of Kings Highway and South Stage Road. (UP-19-003) Land Use, Legislative
 
Principal Planner Carla Paladino presented the staff report stating this is for one legal parcel. Council discussed the 13% open space (which the City does not have to purchase), Lillian (possibly right in, right out), and future commercial and residential development.
 
Public hearing opened.
Scott Sinner, Agent, stated this will allow the applicant to develop the property with less conflict on urban and commercial density. This urbanization plan is intended to be general in nature, otherwise it would not require a Comp Plan amendment. He noted the open space would be dedicated to the city as a public park and has been discussed with the city and compensated via SDC credit. Councilmember Gordon was unsure why the city always seems to have to pay for park land.
 
Robert Stahler expressed concern with extending Lillian to South Stage Road as the road is narrow. Schafer Lane is a narrow paved road with no sidewalks, which will not be a good access route into the subdivision. Rain storms cause up to 1-1/2” water in their back yard. Stahler questioned wetlands, the actual number of acreage, and land that would be owned by the City. He noted the street to the right of Lillian is only 30’, and would be restrictive due to its size.
 
Stephen Krause, 2416 Lillian, was concerned with Lillian being the entry part to the subdivision.
 
Trisha Dunn, 955 Shafer Lane, stated there has been one meeting and not much communication pertaining to these changes. Other neighbors also express concerned with Lillian, even if it was widened. Dunn noted there are flooding issues in their neighborhood and she is required to have flood insurance. She also expressed concern with commercial business and three story apartments.
 
Jessie Nichols, 910 South Stage Road, wanted to make sure irrigation rights and drainage were allowed. She expressed concern with commercial, or two story rentals. They are not interested in annexing into the City.
 
Sinner noted most of the issues raised are current planning issues and will have public hearings. Lillian is classified as residential; it is shown as a lower order road but provides connectivity up to Garfield. Most traffic will go to the minor arterial streets. They will need to obtain irrigating function to neighborhoods, which will probably be done underground. They are doing a major traffic study. No other properties would be annexed through this action. The map is a conceptual street plan.
 
Councilmember Bearnson hoped Lillian Street would be considered before development; Councilmember D’Alessandro noted we may need to eliminate parking on one side of that street.
 
Sinner request this be adopted into the Urbanization Plan.
 
Assistant Planning Director Evans stated one of the neighbors questioned the acreage; Paladino stated the additional acres has to do with the right-of-way being added in.
Public hearing closed.
 
Councilmembers Bearnson and Poythress stated Ayala is their landlord; both would be voting as this would not affect their vote.
 
Motion:  Approve the ordinance incorporating the urbanization plan for planning unit MD-7c into the Neighborhood Element of the Comprehensive Plan as described in Exhibit B-1 with the proposed modification (6.6 dwelling units per acre).
Moved by:  Tim D’Alessandro                                        Seconded by:  Michael Zarosinski
 
Councilmember Zarosinski stated there are many questions but we have standards as well.
 
Roll call: Bearnson, Brooks, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Ordinance #2020-56 was duly adopted.
 
**********
 
Mayor Wheeler called a recess at 8:20 p.m.;
the meeting resumed at 8:32 p.m. with the same members present.
 
**********
 
         80.4    COUNCIL BILL 2020-57
                     An ordinance proclaiming annexation to the City of Medford of approximately 33.68 acres of property located at the northwest corner of South Stage Road and Kings Highway and the full width of adjacent rights-of-way along the properties; changing the zoning designation of the property from Exclusive Farm Use (EFU) to Single-Family Residential (SFR-00, one dwelling unit per lot) zoning district; and removing the property from Medford Rural Fire Protection District #2. (ANNX-19-002) Land Use, Quasi-Judicial
 
Paladino presented the staff report and remarked two emails were received and staff responded. Staff requested the record be kept open to allow individuals to provide their feedback. Written testimony can be sent until Noon on May 14.
 
Councilmembers Bearnson and Poythress made the same comments pertaining to Ayala and will be voting.
 
Public hearing opened.
Scott Sinner, Agent, stated the annexation meets all criteria. He reserved time for rebuttal.
Public hearing closed.
 
*Councilmember Brooks left the meeting.
 
Motion:  Leave the record open as noted in the staff report and continue to May 21 for Council deliberation and consideration.
Moved by:  Alex Poythress                                            Seconded by:  Tim D’Alessandro
Roll call: Bearnson, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
 
Back in sequence.
 
         80.1     COUNCIL BILL 2020-54
A resolution adopting the 2020-24 Consolidated Plan for the purpose of fulfilling the regulatory requirements of the Community Development Block Grant (CDBG) program, as required by the U.S. Department of Housing and Urban Development.
 
Durant presented the staff report and was joined by Marie Quinn-Cabler and John Michaels. Durant noted there is an insufficient supply of affordable housing. Quinn-Cabler stated there are 33 priority needs, such as housing, child care, child abuse, mental health, etc. John Michaels, Housing Advisory Commission, stated that what the community is needing is what they brought forth.
 
Public hearing opened.
No one spoke.
Public hearing closed.
 
Motion:  Approve the resolution.
Moved by:  Clay Bearnson                                             Seconded by:  Tim D’Alessandro
 
Councilmember Bearnson questioned if the information provided is given to developers and incentives provided; Durant noted they are looking at incentives, such as ADUs. Councilmember Bearnson questioned if we are proactive with new development coming forth. Durant stated we are moving towards proactive and development opportunities.
 
Roll call: Bearnson, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Resolution #2020-54 was duly adopted.

 
 
         80.2    COUNCIL BILL 2020-55
                     A resolution adopting the 2020-21 Action Plan for the purpose of fulfilling the regulatory requirements of the Community Development Block Grant (CDBG) program, as required by the U.S. Department of Housing and Urban Development.
 
Durant presented the staff report and remarked that both commissions working together has been working well. Expected resources and recommendations were provided. She noted Kid Time was not approved for these funds. She also provided a historical summary of the agencies that received City funding in the past to support child care.
 
Public hearing opened.
No one spoke.
Public hearing closed.
 
Motion:  Approve the resolution.
Moved by:  Alex Poythress                                            Seconded by:  Kevin Stine
Roll call: Bearnson, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Resolution #2020-55 was duly adopted.
 
90.  Council Business
       90.1     Proclamations issued:
                                    Kids to Park Day – May 16, 2020
                                    Municipal Clerks Week – May 3-9, 2020
                                    National Travel & Tourism Week – May 3-9, 2020
                                    National Public Works Week – May 17-23, 2020
                                    National Bike to Work Week – May 11-17, 2020
                                    Building Safety Month – May 2020
                                    National Preservation Month – May 2020
                                                                                   
         90.2    Committee Reports and Communications
                     a.   Council Officers Update
                           Topics discussed:
                           Drive-In Movie
                           Federal Dollars regarding COVID-19 and distribution
                           Small Business Grant Process
                           Cats on Samoan
                           Vision Fund – Deadline is tomorrow
 
                     b.   Boards and Commissions Appointments
Due to a recent resignation, there is one partial-term vacancy for a local business representative on the Community Development Grants Commission, with a term expiring January 31, 2021.                 
 
Motion:  Appoint Marshall Doak, representing a local business, to the Community Development Grants Commission, with a term beginning immediately and ending January 31, 2021.
Moved by:  Kevin Stine                                                   Seconded by:  Tim D’Alessandro
Roll call: Bearnson, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
 
Pertaining to the Vision Fund, Councilmember Bearnson questioned the amount of funds available vs. grants submitted. Sjothun noted if you fund all presented, funds would be used up, although the Small Business Grant program can be refunded.
 
There is one application for SPAC; Councilmember Stine would like to close the nominations on Monday and interview on Tuesday vs. Thursday.
 
                     c.   COVID-19 Small Business Grant Program
                           Councilmember D’Alessandro noted our small business community is suffering due to the economy. It’s important that we reach out, even if we don’t get reimbursed, and try and bolster what we can. Councilmember Poythress noted there are many businesses that could not receive assistance from the Federal government. He also stated he recused his business from eligibility.
 
                           Council discussed: other Vision Fund requests, approving this grant partially ($125,000 vs. $250,000), reimbursement by the CARES Act, qualifications, and the hopes that the County will match this request. Sjothun noted a study session on the Vision Fund will be next week, and a supplemental budget will be needed, but we can issues checks before that is done. Madding noted we can’t guarantee this is reimbursable.
 
Motion:  Extend meeting until 11:00 p.m.
Moved by:  Kevin Stine                                                   Seconded by:  Alex Poythress
Council agreed except Councilmember Gordon, who objected.
Motion carried and so ordered.
 
Motion:  Allocate $125,000 from the Vision Fund for small business to assist with rent, mortgage, and utilities.
Moved by:  Eric Stark                                                      Seconded by:  Kevin Stine
Roll call: Bearnson, D’Alessandro, Gordon, Poythress, Stark, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
        
100. City Manager and Staff Reports
         100.1  Drive-In Movie Proposal
Parks, Recreation & Facilities Director Rosenthal informed Council of a free drive-in movie proposal for use at U.S. Cellular Park. The County has signed off on this. Sjothun noted this may be extended through the summer.
 
100.2  Mayor Wheeler thanked staff assisting during the public hearing.
 
100.3  Mayor Wheeler noted both he and Sjothun will be participating in the SMART reading program.
 
110. Adjournment
There being no further business, this Council meeting adjourned at 10:17 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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