Street Madras, OR 97741 Phone: 541-475-2344 Fax: 541-475

Madras Redevelopment Commission
125 SW “E” Street Madras, OR 97741
Phone: 541-475-2344 Fax: 541-475-7061
Agenda
City Hall
Council Chambers
I.
Call to Order
II.
Consent Agenda
A.
B.
C.
February 4, 2015
5:30 P.M.
Adoption of Agenda
Adoption of the March 4, 2015 MRC Meeting Minutes
Approval of the March 2015 Vouchers
III.
Visitors Comments:
IV.
Acceptance of Letter of Resignation from Commissioner Berg
Nicholas Snead, Community Development Director
V.
Letter to Businesses Maintaining Flower Pots
Nicholas Snead, Community Development Director
VI.
Notice of Enterprise Zone Change
Nicholas Snead, Community Development Director
VII.
Conflict of Interest Letter from City Attorney
Brandie McNamee, Finance Director
VIII.
Intergovernmental Agreement (IGA) for Loan Servicing
Brandie McNamee, Finance Director
An Equal Opportunity Provider
Page 1 of 2
IX.
Façade Improvement Loan Program Update
Brandie McNamee, Finance Director
X.
Executive Session ORS 192.660(2)(e)
To conduct deliberations with persons you have designated to negotiate real property
transactions.
A.
Chair reads Executive Session statement into the record
B.
Chair calls Executive Session to Order under ORS 192.660(2)(e)
C.
Discussion
D.
Chair closes Executive Session
Gus Burril, City Administrator
Nicholas Snead, Community Development Director
Brandie McNamee, Finance Director
XI.
Additional Discussion
XII.
Adjourn
Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be
considered at the above referenced meeting; however, the agenda does not limit the ability of the
Madras Redevelopment Commission to consider additional subjects. Meetings are subject to
cancellation without notice. This meeting is open to the public and interested citizens are invited
to attend. This is an open meeting under Oregon Revised Statutes, not a community forum;
audience participation is at the discretion of the Madras Redevelopment Commission. Anyone
wishing to address the Commission will need to register prior to the meeting. The meeting
will be audio taped; minutes of this and all public meetings are available for review at the Madras
City Hall. The meeting place is handicapped accessible; those needing assistance please
contact the City of Madras Community Development two (2) days in advance of the meeting.
Executive Sessions are not open to the public. No formal action will be taken during the
Executive Session.
An Equal Opportunity Provider
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City of Madras
Madras Redevelopment Commission
Official Meeting Minutes
March 4, 2015
I.
Call to Order
The Madras Redevelopment Commission meeting was called to order by Chair, Doug
Lofting at 5:35 p.m. on Wednesday March 4, 2015 in the Madras City Hall Council
Chambers.
Members in Attendance:
Chair; Doug Lofting, Commissioner; Blanca Reynoso, Councilor; Tom Brown,
Commissioner; Rob Berg, Commissioner; Doeshia Jacobs
Members Absent Were:
Mayor; Royce Embanks
There are currently two vacancies on the Madras Redevelopment Commission at this
time.
Staff Members in Attendance:
Gus Burril, City Administrator
Brandie McNamee, Finance Director
Michele Quinn, Administrative Assistant
II.
Consent Agenda
A.
Adoption of Agenda
B.
Approval of Minutes
1.
C.
February 4, 2014 MRC Meeting Minutes
Approval of Vouchers
1.
February 2015 Vouchers
A MOTION WAS MADE BY COMMISSIONER TOM BROWN TO APPROVE THE
CONSENT AGENDA.
THE MOTION WAS SECONDED BY COMMISSIONER
BLANCA REYNOSO AND PASSED UNANMOUSLY.
III.
Visitor Comments
Madras Redevelopment Commission
March 4, 2015
Page 1 of 6
IV.
MRC Budget Committee Appointments
Finance Director Brandie McNamee told the Commission letters of interest were due
last Friday and we did not receive any letters of interest. So the MRC Budget
Committee will consist of the same members as last year. By budget law all we
have to show is efforts of advertisement we fulfilled those minimum requirements.
We will not have any legal issues for not having a certain number of members at
large.
Commissioner Tom Brown asked when the Budget hearing dates are?
Finance Director Brandie McNamee answered the first Budget Committee meeting
for the City is April 9, 2015. The first Budget Committee meeting for the MRC is April
16, 2015, and generally we only have one MRC Budget Committee meeting. That
meeting will be April 16, 2015 at 5:30.
V.
Substitution of Trustee and Reconveyance of Trust Deed
Finance Director Brandie McNamee in December Great Earth paid off their façade loan
through the MRC, and in January we started the paperwork on filing the satisfaction of
lien. Unfortunately it is not that easy this is actually a deed of reconveyance so we had to
go through our legal counsel to get the deed of reconveyance drafted. We need formal
action that you authorized the Commission Chair to sign the substitution of trustee.
Chair Doug Lofting very good Brandie I think that is very straight forward to all of us is
there any questions from the Commission.
A MOTION WAS MADE BY COMMISSIONER TOM BROWN TO AUTHORIZE THE
COMMISSION CHAIR TO SIGN THE SUBSTITUTIONOF TRUSTEE AND
RECONVEYANCE OF TRUST DEED AS PRESENTED. THE MOTION WAS
SECONDED BY COMMISSIONER ROB BERG AND PASSED UNANMOUSLY.
VI.
Update on Status of MRC Line of Credit
Finance Director Brandie McNamee so as a verbal update since the last time we met
where you had approved a resolution of intent to proceed with Bank of the Cascades.
Since then we have submitted our official line of credit loan application, and we have
sent them all the underwriting documents that they require on behalf of the City. Gus and
I did have a subsequent follow up meeting with the lender to go through are overall
borrowing capacity is through the line of credit.
City Administrator Gus Burril we do not have any formal guidance other than the initial
$200,000.00. A.J. Losoya of Bank of the Cascades, his guidance was to write the line of
credit for more like $500,000.00 to $600,000.00 but you don’t have to borrow that
amount. So within the next 12 months if something presents itself we would be ready to
take advantage of an opportunity. We have a low interest rate environment for a few
years that is good news for borrowing and getting some work started.
Commissioner Rob Berg so basically with this line of credit you can ask for more but if
we don’t need it there would not be any penalties for not using it. It would just be a
higher credit limit on the line of credit.
City Administrator Gus Burril there should be an IGA coming in our April meeting.
Madras Redevelopment Commission
March 4, 2015
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Finance Director Brandie McNamee April 1, 2015 is the next MRC meeting and we
should have an IGA to present to you. That is one of the documents needed for
underwriting before they will issue us final loan documents. So we will approve the IGA
April 1, 2015 the first meeting in May we will be executing actual documents, and then it
will be funded by June 1, 2015. Then we can make the Theater payment by July 1, 2015
that is when that payment is due.
Commissioner Tom Brown will there be any additional costs to the MRC if we ask for a
higher amount on the credit line.
Finance Director Brandie McNamee no it’s actually cost savings for us to go for a higher
amount now rather than going for a higher amount in three months from now. Your loan
fees and legal documents if we go for it now you are going to have less cost. The loan
origination fee is $500.00 and then what are legal is charging us for the IGA and review
of the documents. So then we only have to go through the process once it’s actually
beneficial to go this route now rather than waiting.
The Commission agreed that asking for a higher line of credit now would be beneficial
rather than waiting.
VII.
Additional Discussion
Commissioner Doug Lofting asked for an update on the properties east of us on Fourth
and Fifth Street. Can you just give us an update on what you have done there and how it
has been received by the owners?
City Administrator Gus Burril we have started initial conversations I think due to the
potential volatility of a third party getting involved. I would like to approach you as a
board in an executive session for potential real estate analysis. Tentatively contact has
been made but I have not received formal information back from the property owner.
Tentatively to schedule an executive session with you at your April meeting is what I
propose to update you and to guard your interest as a group.
Commissioner Doeshia Jacobs I am sorry that I missed last month’s meeting I would like
to ask how the meeting went. What happened, did you like the meeting, and did you get
anything good out of it?
City Administrator Gus Burril we were overviewing our plan and I think what spurred this
is Jefferson County had concerns over what we were funding or not funding. We had to
go back in history and look at the plan that the MRC had adopted. I think there wasn’t
some awareness of the concerns of what we were funding was actually in the plan. So
we took some time to go back through what were the top twenty projects. We were just
going through history and talking about what we have done. From that just reminding
ourselves of our current plan we want to go back out in a similar format and reconnect
with the community.
One of the items that Brandie and I are working on is within that plan of borrowing 14
million. There were categories of what to spend within there were targets there. We
wanted to do a performance audit on ourselves and show you how much we have spent
so far. We have taken out roughly 2.5 million and then spent some on the flower pot
program among other things. We wanted to show you categorically where we are
performing at.
Madras Redevelopment Commission
March 4, 2015
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There was a request from a historic business owner that was presented to the
Commission. Right now that would be a discussion to work through our budget
committee.
Chair Doug Lofting it was interesting Doeshia as you go through the packet. The 20 that
was on the list I think there were 13 or 14 that we have touched on. For the amount of
money we have spent and the amount of time we have been doing this. I think we have
done well a pat on the back. We are frugal, we think things out, and we are not wasting
the tax payer’s money.
Chair Doug Lofting one thing I would like is if we could have the Commission discuss
Steve Jensen’s proposal. See how everyone feels and have an idea from staff on how
much money we can put towards one of the portions he detailed out for us. Maybe we
could take one of those on so if we could get staff’s recommendation on that, and if we
could have that as an agenda item.
City Administrator Gus Burril we will certainly add that to our upcoming agenda, and we
should have some guidance on what is our capacity to get to funds. I think we will be
better informed here in about a month.
Commissioner Doeshia Jacobs asked about the Hatfield building is anything happening
with that. I was told that we were going to have some people in that building.
Commissioner Tom Brown my understanding is that it has been sold but I don’t know
beyond that.
Chair Doug Lofting we were talking with Realtor Ahern about this he said it was a
complex deal. The deal involved a three year time period, it was sounding interesting but
that is all that I know.
Commissioner Tom Brown asked if everyone has been making their payments to the
MRC.
Finance Director Brandie McNamee yes there are a few that are not behind but they
don’t necessarily pay by the first of each month. The good news is that Great Earth paid
off their façade loan in December, Madras Coffee paid off the rest of their loan, and
Ralph’s loan is currently in escrow so we should be getting that payment within the next
30 days. That is $28,000.00 cash back into the reinvestment fund.
Chair Doug Lofting the neat thing about going out and looking for people to give us input
for our future. There are still a lot of those people that did the initial work for us and are
still here.
Commissioner Blanca Reynoso was we going to touch on the sidewalk subject again.
The reason I am asking we own Reynoso Jewelry we have two spots that were marked
last year. When we were trying to get them fixed bad weather came and the contractor
that gave us the bid has not been able to come fix it for us. Since last year we have had
another area that has been marked this year.
City Administrator Gus Burril we are currently drafting in the City Councils budget under
the Transportation Fund a grant program. It is set up that could work together with the
Madras Redevelopment Commission
March 4, 2015
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MRC so maybe it is a good discussion item for feedback. What we are setting up is a
grant program through that fund that could offer up to $1,000.00 grant a year to a
property owner to repair their sidewalk. I would love to hear from the MRC if you would
like to have us put some matching funds in that kind of program this year.
Chair Doug Lofting Gus I think that is something that we need to address it is interesting
that Blanca brought this up. Just to your south this afternoon I noticed that there was
some sidewalk repair being done by the entrance to the Black Bear. Gus there is
properties across from Blanca and in front of the Rio where we have repaired the
sidewalk. Ours is heaving right at the joint of two sections we cannot bring that down to
grade unless there is something done to the tree root.
Commissioner Doeshia Jacobs I thought that when we had the talk with the City of
Madras we were going to join together and help put in grates.
City Administrator Gus Burril that can be one of the prescribed treatments. The root can
be trimmed an inch or two. If it can’t we found some panels that are only two inches thick
instead of 3 ½ to 4 inches thick. They are a synthetic panel I went and watched some
repairs done in Redmond to that effect. We have two or three treatment options we can
do.
The City could provide $10,000.00 and if we received matching funds of $5,000.00 to
$10,000.00 from the MRC for the grant program. It might take three to four seasons to
get all the sidewalk repairs done and caught up.
Commissioner Tom Brown I think we should wait until the City decides what they are
going to do.
City Administrator Gus Burril we are within a month of taking it to Council. As we develop
the budget for the MRC we could to set aside some street improvement money. If that is
what I am hearing we will develop the budget in that way.
Chair Doug Lofting I think one thing you are hearing from all of us Gus is that we all
realize that there is a need for some action. I agree that we take the second seat and
wait to see what City Staff and City Council come up with.
Commissioner Blanca Reynoso I have a question the section that was marked about
three weeks ago is right in the corner of our building. I can almost see that is going to
cause a problem because the tree is lifting the pavement there. Would that also create a
problem on the corner of my building?
City Administrator Gus Burril I think what I should do is get Jon and the Urban Forestry
to come look at it with you. To assess is that a problem tree, or can we do some root
adjustment. I will make a note to have Jon Burchell our Parks Supervisor to coordinate
and come and look at it.
Madras Redevelopment Commission
March 4, 2015
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VIII.
Adjourn
Meeting Adjourned at 6:07 p.m.
Doug Lofting
Chair
Date
Nicholas Snead
Community Development Director
Date
Madras Redevelopment Commission
March 4, 2015
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