HomeMy WebLinkAboutItem 01 Minutes of July 23, 2012 MINUTES OF THE MEETING OF THE
SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY
HELD MONDAY, JULY 23, 2012
The Springfield Economic Development Agency met in the Jesse Maine Meeting Room, 225
Fifth Street, Springfield, Oregon on Monday, July 23, 2012 at 6:50 p.m., with Board Chair
Hillary Wylie presiding.
ATTENDANCE
Present were Board Chair Hillary Wylie and Board Members Sean VanGordon, Sheri Moore,
Christine Lundberg, Marilee Woodrow, Joe Pishioneri and Dave Ralston. Also present were
Assistant City Manager Jeff Towery, Attorney Matthew Cox and City Recorder Amy Sowa.
Board Members Sid Leiken and Faye Stewart were absent (excused).
APPROVAL OF MINUTES
a. Minutes of June 18, 2012.
IT WAS MOVED BY BOARD MEMBER PISHIONERI WITH A SECOND BY BOARD
MEMBER RALSTON TO APPROVE THE FEBRUARY 27, 2012 MINUTES. THE
MOTION PASSED WITH A VOTE OF 7 FOR AND 0 AGAINST (2 ABSENT – LEIKEN,
AND STEWART).
COMMUNICATIONS
a. Business from the Audience - None
b. Correspondence - None
c. Business from the Staff. – None
REPORT OF CHAIR - None
REPORT OF COMMITTEES - None
PUBLIC HEARINGS - None
NEW BUSINESS
1. Awarding of Competitive Bids During Summer Recess.
RESOLUTION NO. SEDA2012-03 – A RESOLUTION AUTHORIZING THE CITY
MANAGER TO AWARD COMPETITIVE BIDS EXCEEDING $35,000, REQUESTS FOR
PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING
REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND APPROVE
AMENDMENTS TO PUBLIC CONTRACTS DURING THE PERIOD OF JULY 24, 2012
THROUGH SEPTEMBER 9, 2012 WHILE SEDA BOARD IS IN RECESS.
Springfield Economic Development Agency Minutes
July 23, 2012
Page 2
Purchasing Officer Jayne McMahan presented the staff report on this item. The Municipal Code
sets a $35,000 limit on the City Manager’s authority to make purchases and award contracts. The
SEDA board authorization was required for amounts greater than $35,000. Section 2.706(3) of
the Springfield Municipal Code prohibited amendments to public contracts where the amendment
cost exceeded certain limits imposed by the Code except in certain cases of SEDA board
approval. For the duration of the SEDA’s 2012 summer recess, staff suggested that the SEDA
authorize the City Manager to approve competitive bid contracts greater than $35,000, Requests
for Proposals, other personal services contracts exempt from bidding requirements under the
purchasing regulations, and to approve amendments to public contracts where the amendment
cost exceeded the limits imposed by Section 2.706 (2)(c) without SEDA board approval,
including, but not limited to, the projects and contracts, as well as purchases. All expenditures
had been budgeted and all purchasing provisions of the Municipal Code were to be followed.
City Manager authorization would allow projects to stay on schedule, public service to continue
uninterrupted, and limit the City’s exposure.
IT WAS MOVED BY BOARD MEMBER PISHIONERI WITH A SECOND BY BOARD
MEMBER RALSTON TO ADOPT RESOLUTION NO. SEDA2012-03. THE MOTION
PASSED WITH A VOTE OF 7 FOR AND 0 AGAINST (2 ABSENT – LEIKEN AND
STEWART).
Councilor Moore said she would like to be informed when the contract was awarded.
Mr. Towery said it could be included in the Communication Packet or staff could contact
councilors directly.
OLD BUSINESS - None.
ADJOURNMENT
The meeting was adjourned at approximately 6:52 p.m.
Minutes Recorder – Amy Sowa
______________________
Sheri Moore
Secretary